Chapter 7.07 — CONTRACT ADMINISTRATION

Unless other contract administration is designated by the director, the following shall apply:

• (1) All public projects shall be administered by the city Engineer or designee;

• (2) All maintenance work shall be administered by the director of public works (facilities and maintenance) or designee, or such other director of the applicable using department;

• (3) All information technology projects/contracts shall be administered by the director of information technology;

• (4) All contracts for supplies and services, including professional services, for the department of aviation shall be administered by the director of aviation or designee;

• (5) All master contracts for supplies and services which apply to multiple using departments will be administered by the designated director or designee;

• (6) All other contracts shall be administered by the director of the applicable using department. (Ord. 2108, 1/23/2025)

• (1) Each department should have a contract administrator that is assigned to each contract that monitors the contractor's performance to make sure that all supplies and services are received in accordance with the purchase order, contract requirements, contract term and contract pricing.

• (2) Contract administrators shall monitor the progress of the work to make sure deliverables are received and work progresses as required.

• (3) Contract administrators shall make sure all certificates of insurance are kept current until the expiration of the contract term.

• (4) It is the contract administrator's responsibility to make sure all invoices are reviewed in accordance with the contract before recommending invoices for payment.

• (5) Contract administrators shall also make sure all contracts and corresponding purchase orders get closed out when the supplies or services have been received or completed.

• (6) Should any disputes arise on the contract, the contract administrator should take immediate action to resolve and if assistance is needed contact the procurement and contracting department.

• (7) If the project is federal funded contract administrators shall make sure all of the federal requirements are met, that any reports that are needed are completed and that solid documentation is kept on the project.

• (8) The contract administrator shall also make sure the purchase orders and contracts are closed out and that all records are maintained in accordance with the record retention policies.

• (Ord. 2108, 1/23/2025)

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City of Palm Springs, CA

PROCUREMENT AND CONTRACTING

§ 7.07.03

§ 7.07.04

Once a contract or purchase order is complete, the department shall take the steps to close out the contract or purchase order and release any unused funds. For blanket purchase orders, this process should occur at the end of each fiscal year. Files should be complete and organized for record retention. For public projects, project closeout should be in accordance with the contract, including, but not limited to, filing project completion notices, obtaining from the contractor any warranties, operations and maintenance manuals and attic stock as applicable and releasing retention to the contractor as warranted prior to closing the contract. (Ord. 2108, 1/23/2025)

The city manager, or designee, upon a recommendation of the city engineer, is authorized to accept the work completed by contractors associated with a public project on behalf of the city council and is authorized to execute and cause to be recorded notices of completion where required or authorized by law. Upon acceptance of the work by the city manager or designee, the city clerk is authorized to release bonds and security instruments filed with the city associated with the public project as otherwise required in the specifications issued by the city for the public project.

(Ord. 2108, 1/23/2025)

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City of Palm Springs, CA

PROCUREMENT AND CONTRACTING

§ 7.08.01

§ 7.08.02